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[ NOTICE OF MEETING CITY OF GARLAND, TEXAS Administrative Services Committee Work Session Room of City Hall William E. Dollar Municipal Building 200 N. Fifth Street Garland, Texas DECEMBER 5, 2024 4pm ]
WELCOME TO THE ADMINISTRATIVE SERVICES COMMITTEE MEETING FOR DECEMBER 5TH, 2024.IT IS 4 0 8 AND 30 SECONDS, AND I AM CALLING THIS MEETING INTO ORDER.
I AM MARGARET LUCK, JOINED BY COUNCILWOMAN CHRIS BEARD AND COUNCILMAN DYLAN HEDRICK.
OUR FIRST ITEM ON THE AGENDA IS PUBLIC COMMENTS.
WE DON'T HAVE ANYONE IN THE AUDIENCE AND NO ONE HAS SIGNED UP.
SO WE'LL MOVE TO ITEM TWO, ITEMS FOR INDIVIDUAL CONSIDERATION.
UH, THIRD PARTY FACILITATOR, FACILITATOR FOR COUNCIL APPOINTEE EVALUATIONS.
UM, WE HAVE RECEIVED 1, 2, 3, 4, 5, 6 PROPOSALS FOR, UH, COUNCIL APPOINTEE FACILITATORS, AND I WILL OPEN THE DISCUSSION NOW, UM, EACH ONE OF THE, EACH ONE OF THE COMPANIES OR FIRMS SENT A PROPOSAL AND I WAS WONDERING, WE'D LIKE TO GET IT DOWN TO ONE TO RECOMMEND TO COUNCIL.
UM, IT'S A PRETTY LARGE PACKET.
SO FIRST LET'S START OFF WITH ANY QUESTIONS OR CONCERNS YOU ABOUT YOU HAVE ABOUT ANY OF THE FIRMS, AND THEN WE'LL KIND OF TRY TO WHITTLE IT DOWN TO A FEW AND THEN GO FROM THERE.
MY ONE CONCERN ABOUT CPS HR CONSULTING IS THAT THEY SAY EVERYTHING WILL BE DONE VIRTUALLY, THERE'LL BE NO ONSITE.
UM, AND IT'S STILL ABOUT $20,000 TOTAL FOR THEIR PROPOSAL AND IT WILL ALL BE VIRTUAL AND ALL ELECTRONICS.
IT'S AN, IT'S A CONCERN FOR ME AS WELL.
CAN WE GO AHEAD AND SAY THAT ONE'S OUT? ALRIGHT, SO WE'RE GONNA MARK CPS HR CONSULTING OUT OF THE MIX.
UM, I DO WANT TO MENTION THAT STRATEGIC GOVERNMENT SOLUTIONS, IT'S A VERY, IT'S A, IT'S A LAR ONE OF THE LARGEST COMPANIES IN TEXAS THAT DOES THIS.
IT WAS ALSO FOUNDED BY A FORMER GARLAND CITY MANAGER.
UM, SO I, I JUST WANNA PUT THAT OUT THERE.
HE WON'T BE WORKING WITH US AT ALL, BUT, UM, YOU KNOW, JUST TO KEEP EVERYTHING TRANSPARENT, UM, HIS NAME WAS RON HOLE FIELD.
UM, AND I, IT'S BEEN QUITE SOME TIME SINCE HE WAS CITY MANAGER AND I DON'T BELIEVE HE WAS ACTUALLY CITY MANAGER FOR VERY LONG EITHER, SO, UM, BUT I JUST WANTED TO MAKE THAT TOTALLY TRANSPARENT.
I AM REALLY INTERESTED IN THE LOCAL FIRMS. WELL AT LEAST, YOU KNOW, CLOSER TO DALLAS.
I FEEL LIKE THEY ONE, KIND OF UNDERSTAND THE CULTURE IN THIS AREA, BUT TWO, UM, I JUST THINK THAT THAT'S BETTER.
I DON'T KNOW IF THAT'S JUST ME, THAT'S WHY, ANOTHER REASON WHY I WAS, I'M FINE GETTING RID OF THE CALIFORNIA ONE.
MY OTHER CONCERN, AND THIS IS OVER PRICE, IS THE GOVERNMENT PROFESSIONAL SOLUTIONS OUT OF GUN BARREL CITY BECAUSE HE LIST, THEY LIST AN HOURLY RATE, BUT THEY DON'T LIST AN ESTIMATED NUMBER OF HOURS.
I HAD CONCERNS ABOUT THAT AS WELL AND THAT CAN ADD UP VERY, VERY QUICKLY.
SO I THINK WE CAN KNOCK ANOTHER ONE OUT.
THEY HAD SIMILAR SCOPE TO DC CONSULTING, BUT NO MAXIMUM FEE.
UH, QUESTION I HAD ON A LOT OF THIS IS SOME OF 'EM WENT BEYOND THE SCOPE.
I THINK IT'S ABSOLUTELY NECESSARY TO ACHIEVE WHAT WE'RE TRYING TO ACHIEVE HERE.
FOR INSTANCE, BAKER TILLY HAD QUITE AN EXPANSIVE SCOPE AND I MEAN THAT'S THE REASON THEIR FEE I ASSUME WAS MUCH HIGHER.
RIGHT? BUT I THINK THEY WENT BEYOND WHAT REALLY WHAT WE NEED TO JUST GET THIS AGREED HERE.
UM, DC CONSULTING THEY HAD, IT WAS A BARE BONES SCOPE, BUT I THINK IT ACHIEVES KIND OF WHAT WE WANT, WHAT WE'RE LOOKING AT THERE.
I'D KEEP THEM IN CONSIDERATION.
UM, I SPOKE WITH, UH, WHEN I SPOKE WITH DC I WROTE ON MY NOTES THAT I HAD A GREAT CONVERSATION,
UM, AND THEY ALSO PROVIDED PROPOSALS FAIRLY QUICKLY AND, UM, TO, IN ORDER TO GIVE US ENOUGH TIME TO LOOK OVER THEM.
UM, AND THEN CLEAR CAREER PROFESSIONALS IS A COMPANY FORMED BY, THEY, THEY WERE FOUNDED BY FORMER CITY MANAGERS, THEY POLICE CHIEFS.
SO I KNOW WE DON'T HIRE THE POLICE CHIEF, BUT IT'S NICE TO HAVE THAT, UM, THAT KNOWLEDGE JUST BECAUSE CITY MANAGER AND POLICE CHIEF WORK SO CLOSELY
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TOGETHER, IT'S, IT'S NICE TO HAVE THAT PERSPECTIVE ON MY NOTES.DC CONS, DC MUNICIPAL CONSULTING AND CLEAR, CLEAR CAREER PRO ARE MY TWO TOP THAT I, UM, JUST BECAUSE PRICE, THEY WERE MID RANGE.
UM, THEY WERE VERY DETAILED BUT NOT LIKE, OH, WE'RE GONNA DO ALL THIS EXTRA STUFF FOR YOU.
THEY DID HAVE OPTIONS IN THERE FOR ONGOING CONSULTING AND MAYBE SOME SURVEYS AT ADDITIONAL COST IF WE CHOSE TO DO IT, BUT IT WASN'T INCLUDED IN THE BASIC PACKAGE.
I AGREE WITH YOU ON BAKER TILLY, THEIR PACKAGE IS JUST, OH, LOOK AT ALL WE WERE GONNA DO.
AND IT WAS, IT WAS A LITTLE MUCH TRYING TO WEED THROUGH IT AND WHAT WE ACTUALLY NEEDED.
UM, PLUS THEY'RE A GOOD $10,000 MORE EXPENSIVE THAN ANYBODY ELSE.
UM, AND I ACTUALLY TALKED TO THEM ABOUT THAT.
I, I SAID, YOU KNOW, I, I DON'T KNOW THAT IT'S REALLY NECESSARY TO HAVE INDIVIDUAL COUNCIL MEETINGS AND ALL OF THAT JUST FOR CONTRACT REVIEW, MAYBE WHEN WE ARE ACTUALLY RENEWING A CONTRACT THAT SOMETHING LIKE THAT MIGHT BE NECESSARY.
BUT I'D REALLY LIKE TO WORK WITH, UM, THOSE TWO AS WELL.
I'VE, I'VE, THOSE ARE AT THE TOP OF MY LIST AS WELL, SO, UM, IS IT OKAY TO SAY THAT WE'VE NARROWED IT DOWN TO TWO ALREADY? THAT SOUNDS FINE WITH ME.
SO NOW LET'S TALK ABOUT PRICE AND DELIVERABLES AND, YOU KNOW, KIND OF GET INTO THE NITTY GRITTY OF THOSE TWO.
SO WE'VE GOT DC MUNICIPAL CONSULTING AND I'M GONNA PULL THOSE TWO OUT JUST SO I'M CLEAR.
SO GIVE US A SECOND TO GO THROUGH THE PAPERWORK.
CLEAR CAREER PROS ARE AT THE TOP.
AND THEN JUST FOR, JUST SO YOU HAVE IT, I INCLUDED THE LAST YEAR'S APPOINTEE PAPERWORK THAT CHRIS, UH, KI KRISTEN PROVIDED TO US.
AND THEN THE SCOPE OF WORK THAT I SENT OUT TO EACH OF THE FIRMS, HERE'S THOSE TWO JUST FYI, THE INFORMATION THAT WE SENT OUT THAT INCLUDED ALL THE GRAPHS, THERE ARE TWO ERRORS ON THE GRAPHS.
UM, AND I DON'T KNOW WHICH WAY IT WENT, WHERE FRISCO IS HIGHLIGHTED IN YELLOW ON TWO OF THE GRAPHS, AND I DON'T KNOW IF IT WAS FRISCO GOT HIGHLIGHTED INSTEAD OF GARLAND OR IF THEY SWITCHED THE NAMES.
BUT THERE'S TWO GRAPHS THAT THERE IS AN ERROR AND IT SHOWS FRISCO IN YELLOW INSTEAD OF GARLAND IN YELLOW.
AND I DON'T KNOW WHICH WAY THAT WAS SUPPOSED TO BE.
THERE'S SIMILAR IN AMOUNTS ON BOTH OF THEM, BUT MM-HMM
LIKE I SAID, I DON'T KNOW IF THEY SWITCHED THE COLORS OR SWITCHED THE NAMES.
UH, BUT SOMETHING'S WRONG THERE.
WELL, HOPEFULLY THE CONSULTANT DOES NOT MAKE THAT SEEM
SO YEAH, I DID READ A WHOLE HUNDRED 21 PAGES
SO I THINK THE, THE BIGGEST DIFFERENCE BETWEEN THESE TWO TWO IS THE PRICE, RIGHT? WE'RE LOOKING AT $10,000.
UM, THE CLEAR CAREER PROS FOR ADDITIONAL WORK ARE BILLING AT 1 25 AN HOUR AND DC IS BILLING AT TWO 50 YES.
UM, AND THEN THEIR 360 SURVEY IMPLEMENTATION TOOL, I WANT TO TALK ABOUT THAT AND SEE IF YOU'RE INTERESTED IN DOING THAT.
THE 360 SURVEY TOOL IS UTILIZED TO RECEIVE FEEDBACK FROM EMPLOYEES AND PEERS REGARDING THE CITY MANAGER'S EFFECTIVENESS AND PERFORMANCE.
IT IS ANOTHER POINT OF DATA FOR THE CITY COUNCIL TO UTILIZE FOR THE REVIEW.
IT IS OPTIONAL AND DOES NOT NEED TO BE COMPLETED ANNUALLY.
AND IT'S THINGS LIKE THAT, THAT I THINK WOULD BE GOOD TO HAVE FOR A RENEWAL, UM, OR A NEW CONTRACT RATHER THAN, YOU KNOW, JUST FOR A RENEWAL.
UH, HOW, WHAT'S THE BEST WAY TO SAY THAT? SO IF WE'RE, IF WE'RE LOOKING AT
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A BRAND NEW CONTRACT, LIKE THE CONTRACT HAS ENDED, WHAT WOULD THE NEW CONTRACT PROCESS BE CALLED? IT'S, UM, A LITTLE DIFFICULT TO SAY BECAUSE IT'S RARE THAT A CONTRACT, UM, THE TERM ON A CONTRACT EXPIRES NORMALLY IT GETS ROLLED OVER EVERY YEAR.UM, OR EVERY COUPLE OF YEARS IT'LL GET ROLLED OVER.
SO IT'S DIFFICULT TO SAY IF YOU MEAN IF A NEW APPOINTEE COMES IN WITH THE BRAND NEW APPOINTEE AND THAT'S A NEW CONTRACT.
BUT WE DO A LOT OF, UM, UH, THIS YEAR.
I WAS GOING TO, THAT WAS ONE OF THE QUESTIONS I WAS GONNA ASK COUNSEL IS WHAT DO Y'ALL WANNA DO THIS YEAR NOW THAT THE CHARTER CHANGED TO A FIVE YEAR TERMS? DO Y'ALL WANT TO, UM, ALLOW FOR FIVE YEAR TERMS FOR THE CITY AUDITOR, CITY MANAGER AND THE CITY ATTORNEY? AND, UM, THAT WAS ONE OF THE QUESTIONS I WAS GONNA ASK Y'ALL.
COULD Y'ALL HAVE THAT ABILITY NOW? AND WE COULD GET 'EM ALL ON THE SAME CYCLE AT THAT POINT AS WELL, BUT THAT'S SOMETHING THAT Y'ALL, Y'ALL HAVE TO DECIDE.
I THINK IT'S NICE TO HAVE THAT OPTION FOR THE 360 SURVEY.
UM, YOU KNOW, IF EVER THAT'S NEEDED OR, YOU KNOW, WANTED BY COUNCIL AS A WHOLE, I JUST THINK IT'S A NICE AMENITY TO HAVE IF WE WANT IT.
I DON'T KNOW WHAT'S INVOLVED NECESSARILY THAT THERE'S VERY LITTLE DESCRIPTION ON THAT, BUT THAT'S FOR THE CITY MANAGER ONLY, SO THAT'D BE ONE CORRECT.
UM, THE, AS FAR AS CONTRACT GOING FOR EVERY FIVE YEARS, IF, I DON'T NECESSARILY THINK THEY ALL HAVE TO BE ON THE SAME SCHEDULE BECAUSE FOR THE FUTURE COUNCIL, IF THEY'RE NOT STAGGERED, BE A LOT OF WORK AT ONE TIME TO HIRE OR HAVE A LOT OF PEOPLE POSSIBLY UP FOR A NEW CONTRACT AT ONE TIME.
SO I, TO ME IT DOESN'T HAVE TO BE, EXCUSE ME, IT DOESN'T HAVE TO BE ALL AT ONE TIME.
UH, SOME OF THE CONTRACTS, IF I REMEMBER CORRECTLY, THEY GET RENEWED LONG BEFORE THEY EVEN GET CLOSE TO BEING, THEIR TERM BEING UP.
IT'S A LOT LIKE MANAGERS IN BASEBALL OR YOU DON'T LET THE GM OR THE MANAGER GO AWAY WITHOUT SIGNING 'EM TO A LONG CONTRACT UNLESS MM-HMM
UM, YOU KNOW, EITHER ONE OF THESE I THINK WOULD DO A GREAT JOB.
THEIR SCOPES ARE VERY SIMILAR.
I, YOU KNOW, I DON'T KNOW, I DON'T KNOW WHICH ONE TO, TO CHOOSE NECESSARILY FOR CHOOSING PURELY ON CONSULTING FEE, THEN THERE'S A CLEAR WINNER.
BUT IF, YOU KNOW, THERE'S OTHER TANGIBLES, I DON'T, I'M NOT LOOKING AT, MAYBE GO THE OTHER WAY THERE.
CLEAR CAREERS PRESENTATION IS A LOT MORE PROFESSIONAL THAN DCS JUST AFTER ON A DC I CERTAINLY HAD AS A BARE BONES TYPE.
BARE BONES AND THE FONT TYPE THAT THEY USED AND STUFF.
IS IT, THIS ONE LOOKS A LOT MORE PROFESSIONAL
IT JUST MEANS THAT THEY WENT A LITTLE ABOVE AND BEYOND ON THEIR PROPOSAL.
UM, I LIKE THE IDEA OF FORMER CITY MANAGERS AND I, I REALLY, I DON'T KNOW.
I I, I HELPED NARROW, I I I, I GOT IT DOWN TO THESE TWO AND THAT'S AS FAR AS I COULD GET
SO THE, THE FOUNDING MEMBERS OF CLEAR CAREER PROFESSIONALS ARE MICHAEL BOSE AND BRIAN BEASLEY.
UM, MICHAEL BO BOSE, I BELIEVE IS HOW YOU SAY IT.
UM, HE SERVED AS A CITY MANAGER IN VARIOUS TEXAS MUNICIPALITIES.
AND BRIAN BEASLEY, UM, LOOKS LIKE HE, HE'S A RE HE'S AN HR GUY.
UM, I THINK IT'S NECESSARY TO HAVE SOMEONE WHO'S VERY FAMILIAR WITH HR PROCESSES.
UM, AND THEN FOR DC MUNICIPAL, THEY'VE BEEN MORE CONSULTANTS.
UM, AND THEN I THINK I SAW A COMMUNICATIONS DEGREE IN ONE OF THEM, UH, EXECUTIVE RECRUITERS.
THEY, THEY DO MORE OF THAT ROLE.
SO BASED ON PRICE, WE WOULD PROBABLY LAND ON DC BUT BASED ON FORMER EXPERIENCE, I THINK WE WOULD
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PROBABLY LAND ON CLEAR CAREER PROS.I THINK GO, I CLEAR CAREER PROS WOULD BE MY CHOICE.
IF YOU'RE TALKING ABOUT $10,000, YOU'RE LOOKING AT CONTRACTS THAT ARE IN THE HUNDREDS OF THOUSANDS OF DOLLARS AND GETTING THAT, THAT PERCENTAGE WISE.
IF WE GET ANY VALUE OUTTA THAT, THEN I'M FINE GOING WITH, YOU DON'T NECESSARILY WANT TO CHOOSE THE LEAST EXPENSIVE CON UH, AGREED, UH, LEAST EXPENSIVE CONSULTANT TO DO THE WORK.
SO YEAH, I'M, I'M FINE WITH CLEAR CAREER PROFESSIONALS.
I MEAN, LIKE I SAID, I, BUT I DO LIKE THE FACT THAT CLEAR CAREER ACTUALLY HAS PEOPLE THAT HAVE BEEN EMPLOYED IN THE FIELDS THAT WE WANT EVALUATED SO THAT THEY KNOW WHAT THOSE JOBS ENTAIL.
AND IT'S NOT JUST, OH, I'VE READ A WHOLE BUNCH OF STUFF ABOUT IT.
I'VE STUDIED A BUNCH ABOUT IT, BUT I'VE NOT ACTUALLY EVER DONE THE JOB.
AND LIKE I SAID, I, MY BIG THING THAT WAS IS THAT IT WAS A MORE, MORE PROFESSIONAL, I, I GOT IT DOWN TO THESE TWO AND IT WAS LIKE, WHY DID THEY USE THIS FRICKING FONT? THIS IS SO UNPROFESSIONAL.
I, I WASN'T PLEASED WITH THAT FROM PAGE EITHER.
AND I WILL SAY CLEAR CAREER PROS.
I SPOKE WITH THEM, I BELIEVE ON HE, HE SENT IT OUT THE NEXT DAY.
I MEAN, THEY HAD THIS PREPARED QUICKLY, THEY'VE OBVIOUSLY DONE IT BEFORE.
THERE'S PROBABLY A TEMPLATE, SO THEY HAVE EXPERIENCE WITH THIS EXACT THING.
I LIKE THAT THE COMMUNICATION WAS CLEAR AND EVERYTHING IS GREAT, SO I AGREE.
UM, SO IF WE COULD JUST HAVE A VOTE ON SENDING CLEAR CAREER PROS, UH, UM, PROPOSAL TO COUNCIL FOR THE NEXT COUNCIL MEETING.
UM, WITH THAT, THAT IS OUR FINAL AGENDA ITEM AND I WILL ADJOURN THIS MEETING AT 4 25.